Legislative Assistant

3 weeks ago

Thorold, Canada City of Thorold Full time

JOB OPPORTUNITY

**LEGISLATIVE ASSISTANT
**Working for City of Thorold**

By joining the City of Thorold team, you will be choosing to become part of the fastest growing
municipality in the beautiful Niagara region.

Working with us means a great pension, superb benefits package and a supportive and
collaborative team environment. We invest in our people and prioritize creating opportunities for
our employees to learn and grow in their roles.

We are proudly home to Canada Games Park, an internationally recognized and certified
athletics and wellness facility. Our 300+ acres of parks and trails, two community centers, two
arenas and outdoor pool are what makes Thorold the ideal place to build your career.

**Position Overview**

The City of Thorold is looking to fill the vacancy of Legislative Assistant. This is a unionized
position within the City’s Clerks Department.

Reporting to the City Clerk, the Legislative Assistant is responsible for the full range of
legislative services to City Council and its various Advisory Committees. Key responsibilities
include compiling agendas, recording and preparing minutes, preparing follow-up
correspondence (including preparing letters and memorandums), and responding to public and
staff inquiries. Additionally, this position will provide administrative support, including the
handling of sensitive political issues, research and compiling background information, arranging
meetings and appointments, maintaining office administration and records management
processes and procedures, responding to inquiries/communications and completing special
projects. The Legislative Assistant may be required to fulfill the duties of the Licensing Clerk in
their absence, and acts as back up for customer services, answering frontline phone calls and
assisting individuals in person and the front counter.

**Duties & Responsibilities**

**Preparation, execution and follow-up from Committee and Council meetings (60% of**
**time) **

Coordinate the effective use of electronic agenda/meeting management software
(eScribe) by Council and staff, including access, training materials/sessions and site
maintenance.

Develop a schedule of meetings for committee portfolio in collaboration with
appropriate staff representatives in accordance with the applicable committee terms of
reference

Liaise with staff representatives in preparing agendas and addendums for assigned
committee portfolio for electronic distribution

Act as a liaison between the Clerk’s office and other departments to increase
effectiveness of the agenda process ensuring effective meeting management and
make recommendations to expedite resolution of concerns, questions and issues

Provide assistance (i.e. minute-taking, audio/visual (A/V) support) to the City Clerk and
Deputy City Clerk during Council meetings (as required)

Assists with appointments to the Advisory Committees, Boards and Special Purpose
bodies, including review and amendments to the terms of reference, preparation of the
recruitment advertisement and arranging for advertisement of vacancies, receipt and

Liaise with the public and community stakeholders to schedule and coordinate
delegations to appear before Committees and Council (as necessary). Provide
guidance and advice to delegates before the meetings, ensuring pertinent information
is obtained and they are advised of the disposition of their items and proper protocol

Prepare and circulate/post approved meeting minutes for assigned portfolio.

Prepare communications and dissemination of information resulting from actions of the
meetings and/or direction from Council including preparing letters and memorandums
for the signature of the City Clerk and/or Deputy City Clerk; including distribution of
appropriate documents when necessary

Track referred/deferred items from portfolio for placement on the appropriate meeting
agenda as directed.

**Administer information requests, enquiries and correspondence directed to Council,**
**Committees and Clerks division (20% of the time) **

Collects information for the division’s databases and ensures secure storage of
original by-laws and minutes

Regularly researches Council reports and by-laws to respond to inquiries

Responds to written and verbal inquiries from Members of Council, Department
Heads, staff, general public and senior levels of the Federal and Provincial
governments

Provide support to Council members and staff in researching minutes and meeting
decisions.

Tracking of correspondence and inquiries including those related to Councillor
information requests, staff report requests, by-laws, corporate calendar of events, “hot
topics”, etc.

**Other responsibilities (20% of the time) **

Provides routine administrative and clerical support to the City Clerk and Deputy City
Clerk and administrative support to Council and the Department including maintaining
inventory, conference/seminar registration, travel accommodation arrangements,
document trackin

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